Iowa BEDS Report Completion Checklist

Step 1:  Complete the Iowa BEDS Report Setup Procedures for Applicable Employees

• If this is the first year using the Iowa BEDS Report option, complete the Iowa BEDS Report Setup Procedures for each applicable employee.

Iowa BEDS Report Setup Procedures

Note:  For districts utilizing the Iowa BEDS Report option for the second or subsequent years, complete the setup procedures for new employees and, if needed, edit the information for employees included in the Iowa BEDS Report option last year.

Step 2:  Import Permitted Values into Iowa BEDS Report Option or Edit Existing Permitted Values, If Needed

• Complete the Import Permitted Values option to import all the valid codes for the assignments, positions, and programs that were provided to SUI by the Iowa Department of Education with the instructions for BEDS.

Steps to Import Permitted Values

• If needed, edit the existing assignment, position, and program codes within the Permitted Values section of the Iowa BEDS Report option.

Steps to Edit Permitted Values

Step 3:  Complete the Iowa BEDS Report Option

• Complete the Iowa BEDS Report option.

Steps to Complete the Iowa BEDS Report Option

Tips:  

• If this is the first year using the Iowa BEDS Report option, SUI recommends to do the following for this step:  1) complete the Iowa BEDS Report option being sure to choose to Regenerate Demographic Values with Active Employees as the Generate Option, select all applicable pay groups, and then generate; 2) edit the Iowa BEDS Report in order to verify and edit the demographic records as needed, and enter the program and assignment records for all employees; and 3) complete the Create BEDS Report File option and then import the file into the state's website as part of preparing the Fall report for BEDS.

Note:  If desired, for organizations just starting to use the School Accounting System, the file that was last uploaded to the state's website can be imported into the Iowa BEDS Report option by contacting Customer Support.  Once the file has been imported, complete the Transfer Data to Employees option to copy the data for Primary School, Folder, District Experience, Total Experience, and Highest Degree to the appropriate fields in the Employee File, and then edit or adjust any fields as needed for those employees who had data transferred into the Employee File; then continue with item 1 in the Tip above.

• If this is the second or subsequent year using the Iowa BEDS Report option, SUI recommends to do the following for this step:  1) complete the Iowa BEDS Report option being sure to choose to Regenerate Demographic Values with Active Employees as the Generate Option, select all applicable pay groups, and generate; 2) edit the Iowa BEDS Report in order to verify and edit the demographic records as needed, verify and edit the program and assignment records for existing employees, and enter the program and assignment records for any new employees; and 3) complete the Create BEDS Report File option and then import the file into the state's website as part of preparing the Fall report for BEDS.

• If this is the second or subsequent year using the Iowa BEDS Report option and the option will only be used to obtain the updated salary information (all the rest of the BEDS data will be maintained within the state's website), complete the following steps instead:  1) complete the Iowa BEDS Report option being sure to choose to Update Current Demographic Values as the Generate Option; 2) edit the Iowa BEDS Report to verify the salary information for the employees (only the following fields are required for the salary information file:  Local Staff ID, First and Last Name, Contract Days/Work Days, Pay Type Totals, and Benefit Type Totals; all other fields can be left blank or ignored), and 3) complete the Create Salary Only Report File option and then import the file into the state's website.